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PAY_UAE_T522N - Define Name Format

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In this step, you determine the format that is used to print the names of employees, applicants, or family members in lists, reports, correspondence, online, and so on.

Depending on the program, a name can be printed with or without a title, or with a "known as" form-of-name instead of the first name. The formats that are used for name formatting determine the infotype fields that are used and in what order they are used.

The prefix determines the infotype from which data is read for each format. When the system is in productive use, it reads the available data in the particular environment for that infotype. For example, while a user enters data from the Personal Data infotype (0002), the format that is assigned to the prefix "0002" is used for name formatting. The same applies to Family/Related Person infotype (0021).

If you want to use a name format other than the standard for individual employees in the Personal Data infotype 0002, use name format indicators. Using name format indicators allows you to define additional name formats other than the standard (indicator "00") for a specific format for the Personal Data infotype (0002). The employee's name is displayed according to the name format indicator that is you enter in the Special format field in Personal Data infotype (0002). If you do not make an entry in the Special format field, the system uses the standard format (indicator "00").

You can define the format that is to be used in a specific application in the Assign Name Formatting to Programs step.

SAP has defined the following formats for maintaining Personal Data infotype (0002). These formats cannot be changed.

• Format "00":
  
  

This format creates the sortable names (Infotype/field: P0001-SNAME). The sortable name is required for every employee/applicant list that is sorted alphabetically by name.

NOTE:

The SNAME (for example, GRECCO DAVID ) does not have to be reformatted every time. Identical and therefore redundant copies of the name are stored in every record of the Organizational Assignment infotype (0001). The record with the most recent valid start date is always used for formatting purposes.

This format uses the Arabic names to populate SNAME in the delivered solution.

• Format "01":
  
  

This format creates the formatted names (Infotype/field: P0001-ENAME). The formatted name is displayed on the screen of Personal Data infotype (0002). The formatted name is used in employee/applicant lists, correspondence, online, and so on.

NOTE: The ENAME (for example, Dr. David Grecco) does not have to be reformatted every time. Identical and therefore redundant copies of the name are stored in every record in the Organizational Assignment infotype (0001). The record with the most recent valid start date is always used for formatting purposes.

When maintaining the Personal Data infotype (0002), you want to use a format to display the title, first name, and last name of an employee/applicant in that order. Because some of your employees do not want their titles to be used, you also want the format to include an option of displaying only the first and last name.

To do so, proceed as follows:

Format	Prefix	ID	SubNo.	Field	Conv.
01	0002	00	01	TITEL
01	0002	00	02	VORNA
01	0002	00	03	NACHNA
01	0002	10	01	VORNA
01	0002	10	02	NACHNA

The key "01" must be used for the format because this format key is preset for name formatting when you maintain data for the Personal Data infotype (0002).

By using the prefix, you can specify that the format applies to the Personal Data infotype (0002). If you specify two indicators ("00" and "10"), you can create two different name formats for the format. Use the indicator "00" for the standard name format.

If you do not make any entries in the Special format field in the Personal Data infotype (0002), indicator "00" is used as a default. If you want to use another name format, enter the appropriate indicator for name formatting (in this case "10") in the Special format field.

Specify the field name for the data that is to be displayed under Field name. Specify the order in which the different elements of the name format are displayed in the Sequential no. field. If required, you can also specify a conversion.

02

The standard SAP system contains several sample formats.

02

Formats "00" and "01" must be available for the Personal Data infotype (0002).

You can change the field names and their order for these formats or define different name formats using format indicators.

You assign the formats "02", "06," and "20" to specific programs in the Assign Name Formatting to Programs step.

Therefore, you can only change the key for these formats according to these programs.

02

Create the required formats for name formatting.

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